RESEARCH ADMINISTRATOR

Job description

RESEARCH ADMINISTRATORResearch Administration

Occupational SummaryPerforms pre- and/or post-award activities for a central unit. Pre-award activities may include reviewing department proposals prior to submission and ensuring all applications meet University policy and Federal regulations. They may also include award review and set-up to facilitate appropriate long-term management. Post-award activities include facilitating the progress of the sponsored project by safeguarding project funds and assisting with non-financial compliance issues.Work Performed Proposal Review and Approval

- Assist PIs and Grant Managers in the development and submission of accurate proposal budgets and compliant proposal materials by interpreting sponsor guidelines, University policies and Federal regulations

.Award Review and Set-up- Review the NOA or other awarding mechanism terms and conditions and note changes, additional terms, etc. Communicate with the project's PI or designated administrator on issues related to the award.

- Request and review revised budgets if needed.

- Review award and project for compliance requirements.

- Process awards in a timely manner; notify OSP of new awards and notify department administrators that an award has been received.

- Assist in the prepare subcontracts and negotiate terms with the subcontractors.

- Act as a liaison between sponsors and investigators during a project to resolve issues.

- Ensure that the correct activity attribute is designated so that accurate reporting can be done.

- Ensure that fund codes are established within the proper series in order to assist in maximizing the University's overhead recovery and to support reporting.

Financial and Administrative Management

- Prepare financial reports and billings for sponsored projects;monitor compliance with Sponsor's terms and conditions and University's policies and procedures; reconciles all financial information on Sponsor reports to University general ledger; review for compliance and cash flow issues, and resolve identified problems.

- Review award documentation to determine appropriate assignment of cost object and Master Data in accordance with the Sponsor's terms and conditions and University's policies and procedures.

- Identify destination of revenue received from Sponsors and determine appropriate General Ledger Account.

- Notify Department Administrators of new cost objects and determine if a new cost object is required.- Notify Department Administrators of past due financial reporting deadlines.

- Assist with special projects and perform other related duties incidental to the work described herein.

- Pay and assist in the management of subrecipient awards.

- Monitor effort reporting.

- Maintain files on each sponsored project adequate for inspection by internal and external auditors and serve as a liaison and negotiator with all auditors.

This includes detailed records of invoices issued,cash received, and balances due by fund.

- Act as the primary contact point for external financial audits related to sponsored projects.

- Render invoices, letter of credit draws, financial reports,billings, and property reports to granting agencies on a timely basis as required by regulation or contractual agreement in coordination with departments.

- Resolve payment problems with sponsors.

- Communicate with the project's assigned financial administrator on any financial issues related to a project.

- Investigate non-fraudulent financial compliance questions/issues using available resources such as sponsor regulations, University policies and procedures, and the network of informed individuals such as the PI, Departmental or Research Administrator, Business Manager, Chair or Dean.

Supervisory Responsibilities

May supervise grants and contracts assistants and support personnel.

May be expected to provide training to other grants and contracts employees.

Requisition Number401420806

LocationDurham

Duke EntityUNIVERSITY

Job Code2627 RESEARCH ADMINISTRATOR

Job Family Level81

Exempt/Non-ExemptExempt

Full Time / Part TimeFULL TIME

Regular / TemporaryRegular

ShiftFirst/Day

Minimum QualificationsDuke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex,sexual orientation, or veteran status.Duke aspires to create a community built on collaboration, innovation,creativity, and belonging.

Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Education

Education: Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program. Research or grants education and/or certification is preferred.Training:Successful completion of required department training such as GC101& 201 Introduction to Research, Financial Services Introduction to R3,Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance(on-line) within first six months of hire is required.Successful completion of the Research Administration Academy (RAA) isrequired. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date. The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review process.Upon successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification by completing continuing education requirements.

Experience

No experience required for candidates who possess a Bachelor's or Master's degree in a field of study directly related to the specific position.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.